Vendor approval by spend

Small vendors should not wait on finance, and large ones should not skip it. When someone submits your new vendor form, their department head approves it first. A vendor with $10,000 or more of expected yearly spend also needs finance to approve.

Approved vendors are added to your Vendors table in Airtable, and the requester is emailed the outcome either way. The form needs Requester email, Department head email, Vendor name, What they provide and Yearly spend.

FilloutWhen a Fillout form receives a new response. Save it as request.When a Fillout form receives a new response. Save it as request.

Finance approver's emailSet financeEmail to blank.

Department head approves the vendorRequest approval: Approve new vendor request.answers["Vendor name"] Save it as head_decision. Who to ask: request.answers["Department head email"] Prepared by: request.answers["Requester email"]request.answers["Requester email"] wants to use request.answers["Vendor name"] for request.answers["What they provide"]. Expected yearly spend: request.answers["Yearly spend"].

Vendor approvedSet vendor_approved to head_decision.approved.

If head_decision.approved is yes and request.answers["Yearly spend"] is greater…If head_decision.approved is yes and request.answers["Yearly spend"] is greater…

Yes

Finance approves the large vendorRequest approval: Approve new vendor request.answers["Vendor name"] ($10,000 or more a year) Save it as finance_decision. Who to ask: financeEmailDepartment head approved. Expected yearly spend: request.answers["Yearly spend"]. Needed for request.answers["What they provide"].

Change vendor_approved to finance_decision.approved.Change vendor_approved to finance_decision.approved.

No

No steps

If vendor_approved is yesIf vendor_approved is yes

Yes

Add the vendor to AirtableAdd a record to Vendors. Save it as vendor_record.Airtable

No

No steps

Approved or not approvedUse approved if vendor_approved is yes, otherwise not approved and save it as outcome.

Tell the requesterSend an email to request.answers["Requester email"]. Save it as requester_email. Subject: request.answers["Vendor name"] was outcomeYour request to use request.answers["Vendor name"] was outcome.Gmail